202-­‐1640  Oak  Bay  Ave.,  Victoria  BC  V8X  2X7  l Tel:  (250)  475-­‐6677  l Fax:  (250)  475-­‐6619  l www.vepc.bc.ca  

Position:  Donor  Relations  and  Office  Coordinator      Vision:    HeadWay  -­‐  The  Victoria  Epilepsy  and  Parkinson’s  Centre  will  be  an  organization  that  engenders  knowledge,  confidence  and  determination  in  its  members  and  partners.    

Mission:  

HeadWay  -­‐The  Victoria  Epilepsy  and  Parkinson’s  Centre  is  a  vibrant  and  welcoming  non-­‐profit  society  whose  purpose  is  to  enhance  clients,’  families’  and  communities’  ability  to  manage  the    physical,  psychological  and  social  effects  of  Parkinson’s  and  epilepsy.    Summary:    HeadWay  –  Victoria  Epilepsy  and  Parkinson’s  Centre  is  seeking  a  Donor  Relations  and  Office  Coordinator  to  help  in  the  creation,  implementation  and  evaluation  of  a  donor  engagement  program  which  is  focused  on  identifying,  cultivating  and  stewarding  donors.    The  Donor  Relations  and  Office  Coordinator  is  responsible  for  gift  entry  and  acknowledgment,  helping  to  monitor  and  ensure  the  accuracy  of  records  in  the  donor  database,  prospect  identification  and  research,  and  providing  support  as  needed  to  advance  the  cultivation,  stewardship  and  overall  engagement  of  donors.      Primary  Responsibilities:      Gift  Entry  and  Acknowledgment  

• Ensures  efficient  handling  of  donations,  counting  cheques  and  cash,  and  depositing  money.  • Enters  gifts  and  pledges  into  the  GiftWorks  database  in  an  accurate  and  timely  manner,  producing  

appropriate  acknowledgment  letters  for  all  gifts  entered.  • Updates  the  donor  database  as  needed  with  additions  and  changes  to  donor  information.  Performs  

database  review  and  clean-­‐up  tasks  in  a  timely  manner.  • Reviews  and  reconciles  information  from  the  donor  database  with  files  provided  by  the  agency’s  

accountants.  

 Prospect  Identification  and  Research  

• Involved  in  the  compilation,  formatting  and  presentation  of  detailed  information  on  current  and  prospective  donors  as  requested.  

• Participates  in  the  process  of  screening  daily  client  lists,  helping  to  identify  those  with  philanthropic  capacity.  

• Participates  in  prospect  management  activities,  including  helping  to  track  the  prospect  pipeline  and  providing  input  regarding  appropriate  cultivation  or  solicitation  strategies.  

   

202-­‐1640  Oak  Bay  Ave.,  Victoria  BC  V8X  2X7  l Tel:  (250)  475-­‐6677  l Fax:  (250)  475-­‐6619  l www.vepc.bc.ca  

Donor  Cultivation  and  Stewardship  

• Contributes  to  the  development  and  implementation  of  processes  and  systems  that  assist  with  monitoring  and  execution  of  cultivation  and  stewardship  activities.  

• Participates  in  the  development  of  cultivation  and  stewardship  strategies,  and  helps  to  monitor  and  report  on  related  activities.  

• Participates  in  the  planning  and  execution  of  donor  cultivation,  recognition  and  stewardship  events.  

Office:  

• Provide  general  office  support,  share  reception  duties,  and  answer  general  inquiries  from  the  public.  • Maintain  files  and  records  with  effective  filing  system.  • Mail  Log,  all  outgoing  and  income  mail  management,  courier  responsibilities.  • Coordinate  volunteers  for  office  duties  and  special  projects.    • Ensure  the  office  environment  is  professional  and  well-­‐organized.  • Additional  miscellaneous  duties  and  responsibilities,  as  may  be  assigned  from  time  to  time  by  

Executive  Director.  

Additional  Requirements:  

1. Knowledge  of  donor  database  and  prospect  research  applications.    2. Excellent  customer  service  skills  and  ability  to  deal  with  internal  associates,  visitors  and  donors  in  a  

professional  and  discreet  manner.  3. Proficient  in  Microsoft  Office  programs:  Word,  Excel,  PowerPoint.  4. Strong  attention  to  detail  and  commitment  to  accuracy.  5. Excellent  analytical  and  problem-­‐solving  skills.  6. Ability  to  track,  prioritize  and  execute  multiple  tasks  simultaneously.  7. Ability  to  work  independently  and  as  part  of  a  collaborative  team.  8. Criminal  record  check  is  required.  

Terms  of  Employment    

Position:  Donor  Relations  and  Office  Coordinator  Reports  to:  Executive  Director  Hours:  24  hours  per  week  Compensation:  Commensurate  with  experience,  comprehensive  benefits  are  offered      Please  send  applications  to  mlaurence@vepc.bc.ca  Applications  will  be  accepted  and  reviewed  until  December  14,  2016.    We  appreciate  the  time  it  takes  to  submit  an  application.  Please  note  that  only  short  listed  candidates  will  be  contacted.